the parents’ committee 14 focal point of parental ... · the parents’ committee acts as a...

14 The Parents’ CommitteeFocal Point of Parental Participation

F é d é r a t i o n d e s c o m i t é s d e p a r e n t s

ResourcesFor answers to your questions, to learn more about a subject or to find theright tools or resources... contact the FCPPQ.

We offer:• Advice;• Information brochures;• References;• Training workshops.

Visit our web site www.fcppq.qc.ca or contact your regional associationthrough the Parents’ Committee at your School Board.

AcknowledgementLeaflet 14 “The Parents’ Committee, Focal Point of Parental Participation ” ispublished as part of the training program of the Fédération des comités deparents de la province de Québec, 389, boulevard Rochette, Beauport, Québec,G1C 1A4.

Contributors to the Production:• Coordination, research: Multi projets• Text: Pascale Sauvé• Graphics: Groupe Zone Communication• Printing: Litho Acme-Renaissance

March 2002Legal deposit — 2002Bibliothèque nationale du QuébecISBN 2-921357-65-8

Summary

A Short History . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1

At the Heart of a Changing Network . . . . . . . . .2

To Promote the Participation of Parents . . . . . .3

To Fully Exercise Its Influential Power . . . . . . . .4

Act as an Advisor . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Positions for Active People . . . . . . . . . . . . . . . . . .7

To Get a Good Start . . . . . . . . . . . . . . . . . . . . . . .10

How Does it All Work? . . . . . . . . . . . . . . . . . . . . .11

Maintain the Network of Influence . . . . . . . . .12

T h e P a r e n t s ’ C o m m i t t e e

The only standing body made up exclusively of parents in the Quebec school network,the Parents’ Committee must wholeheartedly take on the responsibility of promoting theparents’ place in education. It must ensure that parents are present at all levels of theeducation milieu and that together they receive the education they want for theirchildren.

Made up of parents, for parents and by parents, the Parents’ Committee is faced withthe challenge of becoming, through its dynamism, commitment of its members and itsinitiatives to provide support and leadership, the focal point of parental participationin each community.

A great many people who work in the school network, and who, in manyinstances, have children of their own, believe that parent participation isnecessary to ensure the success of all young people. They are often the first toencourage parents to become more directly involved in the education of theirchildren. However, it is an illusion to think that parents will fully occupy theirrightful place, which is essential to the education of young people, if they do notassume responsibility for developing and maximizing the potential of their rolein education. This is where the mission of the Parents’ Committee lies.

The Fédération des comités de parents exists precisely to support each committee inthis responsibility.

Parents’ Committees first came on the scene in school boards across the provinceon July 1, 1972, the date when parents’ participation was officially recognized inthe education milieu. For the first time, parents became partners in the educationsystem. A few years later, in 1975, the Fédération des comités de parents de laprovince de Québec was established, bringing information and support to parents.

In 1979, representatives of the Parents’ Committee began to sit on the Council ofCommissioners and the Executive Committee of the school board. During thisperiod, the legislature introduced mandatory subjects for consultation to besubmitted to the Parents’ Committee by the school board.

In 1998, a direct link was created between the Parents’ Committee and the SpecialNeeds Advisory Committee (SNAC), with one parent member from the latter sittingon the Parents’ Committee from that time on.

A Short Historyof the Parents’ Committee

First, Let’s Count on Ourselves!

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The Quebec school network has experienced significant changes since 1997, when Bill180 on the sharing of powers and responsibilities led to the modification of theEducation Act. A spirit of renewal emerged in the education system at that time.Structures were reorganized and powers were transferred to the schools, putting schoolsat the forefront of the education system and redefining the role of each of the actors.

With the creation of Governing Boards, parents began taking part in the decision-making process. The aim of the Parent Participation Organization (PPO), which may beset up in each school, is in fact to ensure the development of this participation.

At the school board level, the mission of the Parents’ Committee changes: Thiscommittee becomes the only forum that is both reserved for parents and is mandatory,as opposed to the PPO which is optional. Its members, continually in contact with theother partners when they are on the Governing Board, here find themselves workingwith other parents and sharing their experiences and opinions. Consequently, theParents’ Committee is the only permanent educational structure devoted to defendingthe interests of parents, expressing their needs and encouraging their participation.

The Parents’ Committeeat the Heart of a Changing Network

In this vast undertaking to

transform the system, parents

have not been forgotten. On the

contrary, today they have more

rights and responsibilities

than ever before.

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Important responsibilities have been assigned to the Parents’ Committee by thelegislature. As well as being an advisory body that must be consulted by the schoolboard, the Parents’ Committee is responsible for developing and promoting parentparticipation. To this end, its actions are carried out on three different levels.

Promote the Participation of All People in EducationAs we stated earlier, because of its strategic position, the Parents’ Committee is the focalpoint of parental participation in the school network. It is the vehicle for transmittinginformation on the role of parents1. Therefore it must be on the lookout for newdevelopments and pass this information on to the community.

Promote Awareness Among Parents About the Activities of theSchool Board The Education Act (s. 192) entrusts the Parents’ Committee with the responsibility ofpromoting parents’ participation in the activities of the school board. Oftentimes, theadministrative affairs of the school board seem far removed from parents’ concerns, yetthey have a significant impact on the lives of the students.

For example, if the school board undertakes a consultation in anticipation of makingsome change, the committee must ensure that parents will have the opportunity to beheard and it must actively seek their participation. The same holds true for a campaignto promote a school or a vocational training program, for an activity to reward students,or an information program on curriculum reform: The Parents’ Committee ensures thatinformation is transmitted and sees to it that concrete actions are taken to raiseawareness among parents in all schools.

Appoint Parents to Participate on the Various Committees Set Upby the School BoardThe Education Act stipulates that in addition to the Parents’ Committee, the schoolboard must establish the Special Needs Advisory Committee (SNAC) and the AdvisoryCommittee on Student Transportation. The Parents’ Committee appoints the parentswho will serve on these committees that include representatives from several groups.

As part of a participatory management approach, school boards regularly form specialpermanent or temporary committees to study various questions and to submitrecommendations. Parents can play an important role in the orientations chosen onthese committees. The Parents’ Committee must therefore ensure parents’ participationin these special committees. It is their responsibility to appoint the parents who willbecome members of these bodies and to support them in their work.

The First Challenge of the Parents’ Committee: To Promote the Participation of Parents

The Parents’ Committee is carrying out

its role to the fullest when it

is involved in various training and

information activities for parents.

1 See Leaflet 3 of the Training Program: “Getting the Facts about Parent Participation in the School”, FCPPQ, 2001



Give the Advice of Parents About School Board Operations According to the Act, the Parents’ Committee has the responsibility to “give advice onany matter conducive to the most efficient operation possible of the school board”(Education Act, s. 192, (2)). This is where it mainly exercises its influential power. Thecommittee may intervene on any issue relating to the school board’s responsibility, inareas as varied as:

• Overall administration, for example the decentralization of services to the institutions,the role of head office and of centralized services;

• Management of human resources, including hiring of personnel, working conditionsand labour relations;

• Management of immovables, equipment and supplies that directly affects the qualityof the educational services provided by the schools;

• Management of financial resources, for example fees to parents, other sources offinancing and advertising in the schools;

• Student transportation which has a important impact on school life, placementservices and lunch-hour services;

• Daycare services within the schools;

• The educational services that remain centralized at the school board, for examplecomplementary or specialized services for school adjustment, pedagogical support toschools (we can also mention the way the school board meets its principalresponsibilities which are to ensure that the services are provided, evaluated, etc.);

• The various policies and other administrative documents that are used as referencesby management at the school board and that are part of management codes.

Thus, the Parents’ Committee can intervene in everything that takes place at the schoolboard. As an advisory body, its influence will, however, be proportional to the quality ofthe advice it gives. Consequently, it will have to back up its recommendations with strongarguments and ensure that parents’ opinions are well presented.

Voice the Needs of ParentsThe Parents’ Committee acts as a spokesperson for parents at the school board. TheEducation Act stipulates that its function is “to inform the school board of the needs ofparents” (Education Act, s. 192, (3)), as identified by its members.

Thus, the committee can become an agent of change in its milieu. Already, a great manyservices, now offered in schools, were developed thanks to the interventions of Parents’Committees who exercised this function. As an example, think of the creation of the firstdaycare services.

The Second Challenge: To Fully ExerciseIts Influential Power

To fulfil its mandate, the Parents’ Committee

needs its members to consult their communities,

using a variety of means, so they can voice a

well-founded need that forces

the school board to act.



Act as an Advisor to the School Board

Many people may feel this duty, imposed by the Act, is an onerous one. It requiresmembers of the committee to have a good understanding of numerous issues since,according to the Act, the Parents’ Committee must “give its opinion to the school boardon any matter the latter is required to submit to it” (Education Act, s. 192 (4)).

The Parents’ Committee must by obligation be consulted on ten points (Education Act,s. 193). In other words, the school board cannot take action in the following areaswithout first having been advised by the Parents’ Committee:

The division, annexation or amalgamation of school board territory

School board territories have undergone significant restructuring over the last decade:they are not immutable! Inevitably, a change in these structures has an impact on theservices provided.

The three-year plan of allocation and destination of school board immovables, thelist of schools and the deeds of establishment

This is a major issue and comes up every year. With the current scarcity of resources,parents must be attentive to cost-cutting measures that can have positive or negativeeffect on the quality of services.

The policy in respect of the continued operation or closing of schools

The school board is required to adopt such a policy (Education Act, s. 212). With thecurrent reduction in the number of students, the Parents’ Committee must first ensurethat the school board has such a policy and must closely monitor its application. Weknow what repercussions closing a school can have on student success, on family, andcommunity life.

The distribution of educational services among the schools

What services are there in each school? In what proportion are they offered? These areimportant questions concerning access to different services: teaching services related tothe study programs, special needs services, complementary services provided for in theBasic School Regulation such as psychology, speech therapy, etc.

The criteria for the enrolment of students in schools

Parents, who are familiar with how a school board operates, know to what extentthis element also has major repercussions on the school and the family. You canrefer to sections 239 and 240 of the Education Act to get a general idea of thescope of this item.

Each year, at the beginning of its mandate,

the Parents’ Committee would be advised to

look at this list of mandatory matters for

consultation and come to an agreement with

the school board about the items that will be

dealt with during the year. Although

consultation on these matters is obligatory, it

is not automatically yearly. When no change is

foreseen and the context remains the same, it

is often futile to reopen the issue.

Nevertheless, if the Parents’ Committee so

wishes, it can give advice on one of these

matters whenever it feels it is appropriate.



In practice, many school boards have exceeded

this limited list of subjects and freely

consult the Parents’ Committee before

intervening in matters that may concern

parents. At times, this task even constitutes

a large part of its work.

The dedication of a school to a special project and the criteria for the enrolment ofstudents in that school

It has become common practice to establish schools with special projects such as music,art, sports or the international program. While some parents often ask for them, theseprojects influence other services and it is up to the Parents’ Committee to give advice thattakes into account the common good of all parents.

The school calendar

The Parents’ Committee can ensure that the impact of the school calendar on studentsand families is taken into account, even though this calendar is often determined by theworking conditions set out in collective agreements.

The rules governing promotion from elementary school to secondary school or fromthe first cycle to the second cycle of the secondary level

These two stages are important periods in a student’s life. The legislature deems it bestto leave this power to the school boards. It is therefore the responsibility of the Parents’Committee to deal with it.

The objectives and principles governing the allocation of subsidies, school taxproceeds and other revenues among educational institutions as well as the criteriapertaining thereto, and the objectives, principles and criteria used to determine theamount to be withheld by the school board for its needs and those of its committees

This provision seems complex, but the financing of schools depends on it. Amendmentsto the Education Act have radically changed this financing since the school board mustnow distribute all its revenues to the schools, except for what is needed to fulfil its ownmission. How will it distribute its resources? This question warrants parents’ attention.The school board’s obligation in this matter is clearly set out in section 275 of theEducation Act.

The learning activities established by the school board and intended for parents

This last item shows that the legislature is concerned with training for parents and withparent participation in the school. It is entirely appropriate that the Parents’ Committeebe involved in these activities.



The Parents’ Committee is mainly made up of one representative from each of theschools in the school board and one representative of the Special Needs AdvisoryCommittee (SNAC) (Education Act, s. 189).

Electing representatives

One representative from each school is elected by the General Assembly, which isconvened each year in September (Education Act, s. 47). The representative mustbe chosen from among the parent members of the Governing Board. The SNACrepresentative is chosen from among the parent members of this particularcommittee, and by them only. (Education Act, s. 189)

Various roles are assigned to members based on the function they hold. Each memberhas clearly defined responsibilities. Here is a brief outline.

A Common Role: RepresentativeMembers are called “representatives”, which clearly defines their role: they represent theparents of a community or the parents of a child with special needs.

Their work is done in three stages. They must be well prepared and familiar with theissues before each meeting. Their mandate is to listen, to ask the opinions of parentsthey represent by using the means they consider appropriate to sound out theircommunity. Whenever necessary, they consult parents of the Governing Board or theParent Participation Organization, if one exists.

During meetings, they must intervene in the interest of the children in their community.Their involvement will facilitate the formulation of advice that will be given to the schoolboard. This advice will influence the quality of the services offered in the schools.

After each meeting, representatives must inform their community of the work done bythe Parents’ Committee. They are an important source of information for their schools.Representatives must also offer support to their substitutes and keep them up to dateon developments so the substitutes are well prepared to replace them, if necessary. Theymust also be available to take on other duties within the Parents’ Committee in orderfor the committee to be effective.

Positions forActive People

To be a member of the Parents’ Committee

requires a high dose of energy. It is a task that,

of course, demands time and availability. It

requires people who are ready to invest their

energy and who are convinced that their

actions could make a difference

for the well-being and success

of the students.



The ChairThe Chair, elected by the members, assumes several responsibilities: It is the Chair whoprepares the meetings, leads debates, follows up on decisions and acts as spokespersonfor the Parents’ Committee, at the appropriate time.

The Chair’s role demands leadership since the Chair must be able to mobilize and rallymembers around a common project. The Chair acts as a leader, conciliator andmotivator; he or she must be at ease in public, demonstrate a facility for establishinggood relations, and maintain an up-to-date network of contacts. The Chair is also anorganized person and a go-getter. As well, this function requires complete command ofthe subjects under study and a good understanding of the issues and of the positions ofthe Parents’ Committee. The Chair is above all a visionary who knows how to leadrepresentatives toward a collective and shared goal.

The Commissioner Representing the Parents’ Committee

The Commissioners Representing the Parents’ Committee, better known as ParentCommissioners, play a very complex role. They serve on the Council of Commissionersbut are first and foremost parents, receiving their mandates from the Parents’Committee. Parent Commissioners cannot dissociate themselves from the Parents’Committee without calling into question the legitimacy of their role.

They participate on the Council of Commissioners in the same capacity as the othermembers, but are not entitled to vote and cannot be appointed Chair or Vice-Chair ofthe school board. Nevertheless, they play an essential role: They ensure that the parents’point of view is taken into consideration when decisions are being made and do so evenif they do not have an explicit mandate concerning the issue in question. They have theright to express their expectations, concerns, aspirations and ideas and to offer solutions.Sometimes they succeed in orienting the positions of the school board or find supportfor one of their proposals. Inevitably, they are party to these decisions.

Electing two representatives to the school board

Before the third Sunday in November, the Parents’ Committee must elect acommissioner for each school level. The commissioner representing the elementarylevel is chosen from among the elementary school representatives and thecommissioner representing the secondary level is chosen from among the secondaryschool representatives. Therefore, this person cannot be the SNAC representative.As well, an employee of the school board who can be a member of the Parents’Committee cannot be a candidate for the position of commissioner representing theParents’ Committee.



Before taking the leap, you should know that…

A Parent Commissioner has a demanding job. At the very least, this person serveson the Governing Board, the Parents’ Committee, the Council of Commissionersand the Executive Committee of the school board. Moreover, because of his or herexpertise, this person is quickly solicited to take part in other activities.

Occupying the position of commissioner is an eminently political task. The schoolboard is a public body, governed by democratically elected people who mustanswer to those who elected them. It is a political body in the sense that it acts asa form of local government. Politics is also the “art of the possible” and theParent Commissioner must quickly confront and deal with this reality in orderto influence decisions.

The Substitute for the RepresentativeOver the years, Parents’ Committees have been given the right to appoint substitutes toreplace members when necessary. This request is not uncommon. On the contrary,having substitutes strengthens the operations of the Parents’ Committee, fosters moreconstant ties between parents of the school and the committee and also preparessuccessors to take over.

Substitutes obviously must possess all the elements necessary to do the work, becausethey can be called on to replace representatives at a moment’s notice. For that reason,substitutes must know how the Parents’ Committee operates, know about the issuesunder study and be able to prepare quickly for a meeting in which they are asked toparticipate. Representatives must ensure that all the necessary information is given tothe substitutes so the latter can perform their task. From time to time, representativesinvite substitutes to attend committee meetings with them.

Appointing substitutes

The Education Act stipulates that a substitute may be appointed for each memberof the Parents’ Committee. Substitutes are permitted to serve and vote in placeof the representative when the latter cannot attend a meeting of the Parents’Committee. The substitute is chosen by election, by the same methods as therepresentative (Education Act, s. 47 and 189).


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Here are the principal steps to structure the Parents’ Committee and get it off toa good start.

Call a First Meeting Each year, the members elected by the General Assemblies held in each school and atthe SNAC are convened by the outgoing Chair or by the Secretary General of the schoolboard for a first meeting, and this, before 31 October. It is during this first meeting thatthe new Chair is elected.

Provide Yourself With the MeansAlthough this initiative is not set out in the Education Act, many Parents’ Committeesalso set up an Executive Committee. This committee typically takes care of preparing themeetings and helps the Chair see to the follow-up to the assemblies. This committee hasno legal power: Its members act in their own names, unless they have received anexplicit mandate from the Parents’ Committee.

Review How You Do Things At the start of a new school year, it is important to present the rules of internalprocedure to newcomers and to update the rules, if necessary. Typically, what are theserules? They can be about deciding the number of meetings that will be held during theyear, the operating methods before, during and after the sessions and about providingdetails on the roles of the members, the Chair, the Parent Commissioners and theExecutive Committee.

The rules of internal procedure ultimately serve to ensure the quality, legality andcredibility of the work that will be accomplished by the Committee. However, on theirown, good rules are not enough. The advice given by the committee must be based onwell-founded arguments, must adequately represent the opinions of parents and mustbe sufficiently justified so that decision makers cannot reject it out of hand.

To Get a Good Start,You Have to Get Organized!


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The Number of MeetingsThe Education Act stipulates that the Parents’ Committee must hold at least threemeetings per year. However, from experience, we know that this number seldom ensuresthe full effectiveness of the Committee. Very often, several other meetings are added tothe calendar. In some regions, it proves to be difficult to increase the frequency of themeetings. For this reason, or to maximize the participation of members, the Act permitsmembers to participate and vote, using the appropriate means of communication, evenwhen they are not present. Section 195 states that this means must allow allparticipants to communicate with each other.

Place of MeetingsThe Parents’ Committee may hold their meetings on the premises of the school board.An agreement must be made with the Director General or with a person designated bythe Director General to represent the organization (Education Act, s. 194).

Use of ServicesAdministrative support services and the facilities of the school board are placed at thedisposal of the Parents’ Committee free of charge. A prior agreement with the DirectorGeneral is nevertheless essential to establish the terms and conditions for use. Byadministrative support, we mean the work typically done by the support staff: clerical,accounting, purchasing, building maintenance, etc. Facilities means the materialrequired to carry out the tasks and conduct meetings (Education Act, s. 194).

FinancingIt is the school board that allocates the financial resources necessary for the efficientoperation of the Parents’ Committee. These resources are entered in the budget and varyfrom one school board to another. The amount is determined according to variouscriteria, notably the extent of the administrative support given by the school board.Special factors must also be taken into account: travel costs, childcare costs andanything else that will, in a given community, permit equitable representation of parents.

The Parents’ Committee can also have its own revenue. Obviously, the operating budgetmust balance expenses and revenue. It is the Committee who administers this budgetallowance, though the accounting may be entrusted to the school board’s administrativeservices. Here too, a prior agreement with the Director General is essential. Responsiblefor its finances, the Parents’ Committee is of course accountable to the school board forthe administration of its budget.

How Does it All Work?


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Regional Parents’ Committees In order to respond to particular situations, the legislature has made provisions for astructure of representation on two levels, that is, the Regional Committees under thecontrol of a Central Committee (Education Act, s. 191). This structure applies to schoolboards that have already divided their territories into administrative regions. It is theschool board that, following consultation, determines the allocation of functions and themode of operation of the Regional and Central Committees.

Duties and ImmunityThe Education Act establishes that the members of the Parents’ Committee “must actwithin the scope of the functions and powers conferred on them, and exercise the care,prudence and diligence that a reasonable person would exercise in similarcircumstances; they must also act with honesty and loyalty and in the interest of theParents’ Committee and the population it serves” (Education Act, s. 177.1). In return, theAct stipulates, “no committee member may be prosecuted for an act performed in goodfaith in the discharge of his functions” (Education Act, s. 196). The Act also states thatthe school board shall assume the defence of any member of the Parents’ Committeewho is prosecuted for an act done in the discharge of his or her duties.

The Parents’ Committee is at the centre of a network of influence and must maintain itscredibility and its relations with other organizations involved with the school system. Itis essential that the Parents’ Committee build close and solid ties with its partners. Whoare these partners exactly?

Parent Members of the Governing Board and the SNACIn the current legislation, Governing Boards and the SNAC act directly as advisory bodiesto the school boards. Their advice is not filtered through the Parents’ Committee sincethe two groups are composed of members who represent various groups not limited toparents.

At times, the Parents’ Committee is consulted on the same subject as these bodies andmust adopt a position specific to the parents. Representatives are well placed to consultthe parents who sit with them on the Governing Boards or SNAC. It is important toestablish a relation of confidence and to work hand in hand with them.

The Parent Participation Organization (PPO)There is no direct link between the Parents’ Committee and the PPOs that are set up insome milieus. However, many advantages result from forming lasting relations with thePPO. The Parents’ Committee will find on the PPO parents who are interested ineducational issues, which will permit it to enlarge its consultation network and toachieve its mission of promoting parents’ participation.

Maintain the Network of InfluenceBuilt on its Credibility


The ParentsThe Parents’ Committee can make good use of a variety of means to initiatecommunication with all parents of the school board, for example by using local media,the school board newsletter, the web site, etc. When it is possible, carrying out a broad-based consultation lends weight to the arguments. Real and regular communicationtherefore increases the influence of the Parents’ Committee.

The School BoardParent commissioners are the favoured link between the Council of Commissioners andthe Parents’ Committee. Therefore, they are the ones who establish and maintaincommunication with the school board.

The Chair of the Parents’ Committee must maintain close ties with the Director Generalor with the person designated by the DG to deal with the administrative affairs of theParents’ Committee.

The Regional Section of the FCPPQThere is a regional section of the FCPPQ in each region in Quebec. This is an importantplace for parents to exchange ideas, information and resources. Regional sections alsoneed the support and participation of every Parents’ Committee in order to berepresentative of the whole.

The Fédération des comités de parents de la province de QuébecThis provincial organization was set up by the Parents’ Committees themselves to helpthem and to represent them. This is its primary mission. To this end, the Federation offersa wide range of services specially designed for its members, particularly through itstraining program. It also answers all requests by parents involved or not in the structuresof parents’ participation.

Finally, the Federation promotes the rights and interests of parents within the populationand with the Ministry of Education, the government and various provincialorganizations. The Federation is recognized as one of the most important advocates forparents in Quebec.

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It’s Up to You• The Parents’ Committee represents local interests at the

school board. It has enormous influence. It is consulted andlistened to.

• To achieve its mission, it must be supported by everyone.The more support it has, the stronger it is.

• In return, it provides support, advice, information andresources to all those who are involved in the schools.

• It intervenes when the school board is preparing to makedecisions about aspects that will have an impact on the livesof students and families.

• It works to ensure that the school board offers services thatbest meets parents’ needs and expectations.

• Through its regional section and its Federation, it acts toensure that parents can express their needs to each of thebodies in the educational network.

• To this end, the Parents’ Committee must count on theparticipation of the people it represents.

• It is counting on you!

Fédération des comités de parents de la province de Québec, 389, boulevard Rochette, Beauport, Québec, G1C 1A4. Courriel : [email protected]

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